Privacy Notice

Decode Logistics Limited takes the privacy of all personal data extremely seriously. This Statement sets out the types of personal information we collect on our employees, and selected third parties, and the ways in which we use this data. We ask that you read this privacy policy carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and how to contact us and the supervisory authorities in the event that you have a complaint.

1. Decode Logistics Limited

Decode Logistics Limited (“the Company”)is a private company, limited by shares, registration number 09891734. The registered address is Woodgrove House, Fulbrook Hill, Fulbrook, Burford, Oxfordshire, OX18 4BH. We collect, use and are responsible for certain information about you. When we do so, we are regulated under the General Data Protection Regulation which applies across the European Union (including the United Kingdom) and we are responsible as “controller” of that personal information for the purposes of those laws. The person responsible for how we handle personal data is Sue Newport and she can be contacted on 01993 640020.

2. Employee Information

Information on employees is collected during the recruitment process and after starting work.

a. Recruitment Information

During the recruitment process information including CV and applicant name and contact details are collected. We use this information to process your application and to check references. Once a recruitment decision is taken the information from unsuccessful candidates is held for six months and then securely destroyed. This period equals the probationary period of the successful employee and if the employee leaves within this time the unsuccessful candidates may be contacted and invited to reapply for the role.

b. Employment Information

After accepting an offer with the Company new employees provide all payroll-related information as required by HMRC and to enable the Company to enter into an employment contract with you and to administer the employment relationship, including making payments to you, accounting for tax, ensuring safe working practices, monitoring and managing staff access to systems and facilities, monitoring absences and performance and conducting assessments.

The Company also makes the legally-required Right to Work checks and stores a copy of the document(s) provided under Annex A of the HMRC guidance. New employees are required to apply for a Basic DBS check as part of their pre-employment checks, and provide the DBS certificate as part of their joining process.

i. Personal Information on Other Individuals

If you give us some information on behalf of someone else as an alternate contact, referee or next of kin, you confirm that they other person has agreed that you can;

• Give consent on their behalf to the processing of their personal data
• Receive on their behalf any data protection notices
• If relevant, give consent to the transfer of their personal data abroad.

ii.  When will we contact any other person about you?

If you provide us with details of any other person we can contact in an emergency, you have the right to change / remove that contact from your employee record. Please contact Sue Newport (as below) to make any changes to the information that we hold on your employee record.

3. Third Party Information

Information on third parties is collected during the sales, purchasing and contract processes.

a. Current Third Party Contacts

This information includes key contact names and their business email addresses, telephone numbers and addresses.

b. Prospective Third Party Contacts

Information on prospective customers / suppliers, including key contact names and their business email addresses, telephone numbers and addresses is collected during normal business interactions but only with the express permission of the individuals concerned. Any data freely available, for example from Company’s House or from a customer’s business website is not covered by the need for express permission.

4. Lawful Processing

We are required to rely on one of more lawful grounds to collect and use the personal information that we have outlined above. We consider the following grounds to be relevant;

Consent – prospective employees and customers are asked for their consent to store and use their data during the recruitment and sales processes.

Legal Obligation – The processing and retention of some personal information is necessary for us to comply with legal obligations, for example to HMRC for storage of payroll information.

Legitimate Interest – In order to facilitate communication throughout the life of a business contract it is vital to hold all necessary pieces of information to contact the individuals involved.

5. Sharing Personal Information

The Company does not sell, rent, lease of otherwise disclose any personal information without the express permission of the individual(s) involved. We reserve the right to disclose personal information to third parties in the following circumstances;

• If we are under any legal or regulatory obligation to do so
• In connection with any legal proceedings or prospective legal proceedings, in order to establish exercise or defend our legal rights

6. Keeping Your Personal Information Safe

Our email and data storage provide, Microsoft, holds our data on servers in the UK and across the world. We cannot independently verify their compliance with GDPR and rely on their assertion that all data is stored and protected in line with UK GDPR legislation.

We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those people processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We have procedures in place to deal with any suspected data security breach. We will notify you and any applicable supervisory body of a suspected data breach where we are legally required to do so.

While we will use all reasonable efforts to keep your personal data safe, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that is transferred from you or to you via the internet. If you have any particular concerns about your information, please contact us (see How to Contact Us below)

Our website contains links to websites and applications owned and operated by other people and businesses. These third party sites have their own privacy policies and use their own cookies and we recommend that you review them before you provide them with personal information. They will tell you how your personal information is collected and used whilst you are visiting these other websites. We do not accept any liability or responsibility for the content of these sites or the use of your information collected by any of these other sites and you use these sites are your own risk.

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

7. Data Storage within the Company

Personal data is held on individual laptops and in hard copy.

a. Electronic Storage

All laptops and mobile devices are password protected and stored in locked premises when not in use. All data is backed up in real-time to Microsoft Onedrive cloud storage. Passwords are changed on a regular basis.

b. Hard Copy Storage

All personal data is stored in locked cupboards, the keys to which are held only by the Directors. Any printouts which are not stored are securely destroyed on site.

8. Data Retention

Data is removed from our systems on the following schedule unless it is still actively required for the purpose for which it was originally collected.

a. Employee Data Retention

All payroll-related documents are stored during employment and for three full tax years after employment have ceased.

Right to work documentation is stored for two years after the employment has come to an end.

Performance reviews and any paperwork associated with absence, discipline or grievance matters are retained throughout the period of employment. Such papers may be retained for two years post-employment if considered pertinent for the provision of future references.

b. Third Party Data Retention

Personal data on prospective customers / suppliers is held for as long as the Company is involved in active dialogue with that business, or for as long as authorised by the individual concerned, ie ongoing for specific marketing purposes. Data is removed and destroyed either when requested by the prospective customer or when that marketing activity is completed.

Personal data on current third parties is retained for the duration of the contract, and for any period after the contract deemed necessary to settle any outstanding elements of that contract. Any data retained after this point would require a new permission from the individual concerned and it would be treated as for prospective third parties as above.

9. Comments

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Visitor comments may be checked through an automated spam detection service.

10. Analytics

11. Rights and Preferences for Treatment of Data

Anyone on whom we store personal information has the following rights;

To ask for confirmation of what information is held and to request a copy of that information. If we are satisfied an individual has a legal entitlement to see the data, and we are able to confirm their identity, we will provide this information.

To request that we delete any personal information held about themselves. We can do this as  far as we are legally allowed to do so.

To ask that we correct any errors or omissions in the data held.

To object to the processing of any personal data and the basis on which we process that data.

To ask for provision of all personal information held electronically and to receive that information in electronic format.

To ask for processing of personal information to be restricted if there is an ongoing disagreement about its accuracy or legitimate use.

Please note there is also the right to lodge a complaint with the Information Commissioners Office at www.ico.org.uk/concerns

12. Updating this Privacy Statement

The Company may update this Statement by issuing a new version at any time. Significant revisions will be notified on our website or by other announcement to employees. Otherwise, we recommend that you regularly check the notice for small amendments. This Statement is published on our website www.decodelogistics.co.uk and is contained in the internal Employee Guide.

13. How to Contact Us

Sue Newport, Finance Director, is responsible for monitoring compliance with relevant legislation in relation to personal information. You can contact Sue on sue@decodelogistics.co.uk, telephone on 01993 640019 or Sue Newport, Decode Logistics Limited, Unit B2, West Oxfordshire Business Park, Wavers Ground, Carterton, OX18 3FN.